Nature Of Work
Employees in this class perform specialized and confidential secretarial assignments for an assistant city attorney. Work is of more than average difficulty and might be in a particular area of emphasis, such as workers’ compensation, litigation, pension, real property, contracts, agreements, leases, or bankruptcy, depending on the attorney to which assigned. The legal nature of work assignments requires that all tasks be performed accurately and in strict conformance with established policies and procedures as well as rules of the court. Although under general supervision, employees are expected to function independently during times when attorneys are away from their offices and are expected to exercise reasonable initiative and independent judgment in responding to inquiries from municipal employees, department managers and the general public, in addressing administrative matters not involving policy determinations, and in recognizing and immediately bringing to attorney’s attention matters of priority concern. Work is reviewed through conferences, completed work, and results obtained.
Examples of Duties
Independently performs standardized clerical assignments as well as complex legal related duties involving knowledge of applicable laws and procedures and the functions of the courts; answers questions regarding established policies, and processes complaints from employees and the general public.
Takes and transcribes dictation and types such legal documents as interrogatories, briefs, affidavits, complaints, and motions; prepares such legal forms as notices of hearing, depositions and trials; prepares subpoenas for deposition and trials; types drafts of proposed legislation.
Receives and screens telephone calls and provides information whenever possible; receives correspondence and prepares responses as required; makes appointments for assigned attorney with department directors, doctors, witnesses, other attorneys, the Mayor, members of City Council, or others.
Maintains an efficient and organized filing system; locates information based on limited instructions; prepares reports from cases on a quarterly basis.
Keeps calendar of appointments, hearings, trials, and other activities for the attorney.
Participates in information searches and compiles data on assigned projects; attends meetings and conferences as a recording secretary; uses computer or typewriter to prepare reports, papers, resolutions, routine forms, correspondence, and other legal documents from information obtained or furnished by assigned attorney.
Handles confidential documents according to procedures in order to maintain their security.
Receives accounts and processes funds for payments of damage to city property.
Operates calculator, computer, copier machine, microfiche/film viewer, transcription equipment; utilizes a wide variety of computer software for various tasks.
Delivers, distributes, and collects mail, supplies, and other materials.
Performs related work as required.
Knowledge, Skills & Abilities
Considerable knowledge of: business English and mathematics; standard office practices, procedures and equipment; legal terminology and forms. Working knowledge of: rules, regulations, procedures, and functions of the department; pertinent municipal codes, ordinances, resolutions, and regulations; municipal organizations, programs and policies; functions of the court. Ability to: understand and follow complex oral and written instructions; compose, edit and correct draft correspondence, reports and other documents for final typing or production; type and take and transcribe dictation accurately and at a prescribed rate of speed; establish and maintain effective working relationships with employees, municipal officials and the general public. Skill in: typing; taking and transcribing dictation.
Suggested Minimum Qualifications
Graduation from an accredited high school preferably supplemented by legal secretarial courses, and six (6) months responsible legal secretarial experience; or an equivalent combination of training and experience.
Licenses or Certifications
Possession of a valid Florida driver’s license required.
Comments
During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.
Conclusion
HELPFUL HINTS FOR COMPLETING YOUR APPLICATION: Please register before you begin the application process. This will enable you to view and re-use information from previously submitted applications to complete and submit any future applications. Please make certain your application is complete and the information you provide clearly demonstrates that you possess the minimum job qualifications as stated in the job announcement. Resumes can be submitted in support of an application, but not in lieu of an application. Resumes and copies of certifications or other required documents may be attached to your online application.
